Who can do this?
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Practitioners: Full Access only
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Administrators: Full Access only
Halaxy allows you to assign roles and access levels to practitioners and administrators in your practice to control who can see and update information and access levels. This is key to maintaining confidentiality and security in your practice.
When you add a new user to your practice group, you assign them a role: Practitioner or Administrator.
See below for a quick description for each role.
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Practitioner |
Administrator |
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For each role, you assign the user an access level, which determines what information the user can view and which functions they can use.
Any access level can be customised further with access settings, giving you full flexibility and control to make sure your practice information is safe and assigned to the appropriate members of your practice.
Access levels and access settings can be changed anytime for any user.
Warning
You cannot change a user's role type after it is set. If you need to change a user's role, email Halaxy to send a request.
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Click Settings > Users.
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In the list, find the user's name, then under the Actions column, click the
pencil icon button.
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In the pop-up, for Access, first select the access level. (See a complete guide to access levels below.)
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(Optional) Tick or untick the access settings checkboxes as needed. (See a complete guide to access settings below.)
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Click Save.
Each user role has different access levels, which then set specific permissions on what information they can view and edit in your Halaxy system. Select the tabs to review the different access levels for each role.
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Practitioner
Feature
Personal Access
Own records and others' contact
Clinical Access
Full Access
View and edit own patient records, calendar and appointments
View and edit other practitioners' patient records
View and edit other practitioners' calendar and appointments
View and edit other practitioners' invoices
View and edit other practitioners' clinical notes
Add and edit users
- requires permission
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Administrator
Feature
Contact Access
Clinical Access
Full Access
View all patients' contact details
View all patients' invoices
Create, edit and delete appointments
Create invoices
View, edit and manage clinical notes for all patients
Add and edit users
Every access level can be customised further to grant or remove users' access to specific information. To activate or deactivate a setting, simply tick or untick the checkbox of your desired setting.
Select the tabs to view descriptions of all access settings for each role.
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Practitioner
Setting
Description
Available for
Calendar
Tick to grant access to view and edit the calendar and appointments
Personal Access - view and edit own only.
All other access levels can view and edit for all users.
Invoices
Tick to grant access to Invoices.
Personal Access - view own only.
All other access levels can view and edit for all users – unless the Personal Finance Access setting is enabled.
Fee Details
Tick to grant access to view appointment fee details.
If unticked, the user cannot:
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View appointment fees in the calendar
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Add, edit and delete appointment fees
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Cancel or delete appointments
All access levels.
Claims & Referrals
Tick to grant access to view and edit patients' claim and referral information.
All access levels.
Fees and Expenses
Tick to allow user to view and edit the Fees, Expenses and Discounts pages.
All access levels.
Finance Reports
Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.
All access levels.
Personal Finances only
Tick to restrict Invoices, Expenses and Finance/Practice Reports access to the practitioner's own invoices/expenses only.
Has no effect if the user does not have access to Invoices or Finance/Practice Reports.
Own records and others' contact and Clinical Access.
Auto Payments Process
Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)
All access levels.
Auto Payments Refund
Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)
All access levels.
Reminders
Tick to grant access to modify Reminder settings.
All access levels.
Integrations
Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.
All access levels.
Payments
Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.
All access levels but will not affect Full Access users.
Restricted Admin
Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.
All access levels.
Communication Templates
Tick to grant access to edit communication templates from the Settings > General page.
All access levels.
Clinical Settings
Tick to grant access to create new or edit existing clinical templates and clinical dashboards.
All access levels.
Own clinical templates only
Tick to restrict access to edit only their own clinical templates.
All access levels - if Clinical Setting is ticked.
Prescriptions and Order Requests
Tick to grant access to ordering prescriptions, imaging and pathology.
All access levels - for eligible professions only
Professional Contacts
Tick to grant access to view and edit professional contacts.
All access levels.
Organisations
Tick to grant access to view and edit organisations.
All access levels.
Clinic Restriction
Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.
All access levels.
User Action History
Tick to grant access to user activity records for your practice group.
All access levels.
Survey Results
Tick to grant access to survey results and responses in Reports > Surveys.
All access levels.
Read Only Access
Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories.
This overrides all other access settings.
All access levels, except Full Access.
Recommended for users who leave your practice but may require access to their patients' information.
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Administrator
Setting
Description
Available for
Calendar
Tick to grant access to view and edit the calendar and appointments
All access levels can view and edit for all users.
Invoices
Tick to grant access to Invoices.
All access levels can view and edit for all users.
Fee Details
Tick to grant access to view appointment fee details.
If unticked, the user cannot:
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View appointment fees in the calendar
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Add, edit and delete appointment fees
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Cancel or delete appointments
All access levels.
Claims & Referrals
Tick to grant access to view and edit patients' claim and referral information.
All access levels.
Fees and Expenses
Tick to allow user to view and edit the Fees, Expenses and Discounts pages.
All access levels.
Finance Reports
Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.
All access levels.
Auto Payments Process
Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)
All access levels.
Auto Payments Refund
Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)
All access levels.
Reminders
Tick to grant access to modify Reminder settings.
All access levels can view and modify settings for all users and for the practice group's default settings.
Integrations
Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.
All access levels.
Payments
Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.
All access levels but will not affect Full Access users.
Restricted Admin
Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.
All access levels.
Communication Templates
Tick to grant access to edit communication templates from the Settings > General page.
All access levels.
Clinical Settings
Tick to grant access to create new or edit existing clinical templates and clinical dashboards.
All access levels.
Own clinical templates only
Tick to restrict access to edit only their own clinical templates.
All access levels - if Clinical Setting is ticked.
Prescriptions and Order Requests
Tick to grant access to ordering prescriptions, imaging and pathology.
All access levels can create orders on behalf of practitioners.
Professional Contacts
Tick to grant access to view and edit professional contacts.
All access levels.
Organisations
Tick to grant access to view and edit organisations.
All access levels.
Hide access to patient names
Tick to anonymise patient names for the user. Names will be replaced with IDs, such as "HX 123456". Users with this option ticked will not be able to view Message History.
All access levels.
Clinic Restriction
Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.
All access levels.
User Action History
Tick to grant access to user activity records for your practice group.
All access levels.
Survey Results
Tick to grant access to survey results and responses in Reports > Surveys.
All access levels.
Read Only Access
Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories.
This overrides all other access settings.
All access levels, except Full Access.
Fax
Tick to grant access to view and send fax messages.
Contact Access only.
Secure Messages
Tick to grant access to view and send secure messages with Argus or ReferralNet.
Contact Access only.
Intake Forms
Tick to grant access to view and send intake forms to patients.
Contact Access only.
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Note
Customising these settings overrides the default setting in a user's access level.
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